The Summarize History function is used to generate data files containing Sales, Purchases,
and Variance information. The files are stored in the Summary\ folder under the
Data folder.
After the files have been generated, the [Ctrl]+[F5] key combination is used to display the information for any database record.
To generate the Summary files:
Select Summarize History from the Special menu to display the Summarize History screen. The Summarize History screen options include:
Database - All, Inventory, Customers, Vendors, and Clerks.
All - Full Summary of all Databases.
Inventory - Inventory item Summary includes: Date- The date of each Summary listing. If the Summary is Daily, Weekly and Monthly, they are listed in that order. QOH- The Quantity on Hand at the end of the listing period. Sales- The number of units sold during the listing period, followed by the total Price of the units sold during the listing period. Purchases- The number of units purchased during the listing period, followed by the total Cost of the units purchased during the listing period. Beginning in v8.00.89, the QOH stored in the Summary Data for Inventory Items marked as Service, Bulk, or Rental are no longer changed based on Sales, Purchases, Productions or Transfers (now only Variances change
the Summary Data QOH for these items, items which would not normally
be on a Variance in the first place).
Customer - Customer Summary includes: Date- The date of each Summary listing. If the Summary is Daily, Weekly and Monthly, they are listed in that order. # Sales- The total number of sales made to the Customer during the listing period. $ Total- The total Price of the sales made to the Customer during the listing period. Net Change- The total dollar amount that the Customer bought On Account followed during the listing period. Amount Due- The total amount due On Account at the end of the listing period.
Vendor - Vendor Summary includes: Date- The date of each Summary listing. If the Summary is Daily, Weekly and Monthly, they are listed in that order. # Purchases- The total number of purchases from that Vendor during the listing period. $ Total- The total Cost of the purchases from that Vendor during the listing period. Amount Due- The total amount owed to that Vendor at the end of the listing period.
Clerk - Clerk Sales Summaries are based on the Salesperson assigned to each Invoice. By default, the Salesperson is the Clerk who makes the sale but an Invoice may be assigned to a different Salesperson. Summaries do not include individual line items to which a different Salesperson has been assigned. Clerk Summary includes: Date- The date of each Summary listing. If the Summary is Daily, Weekly and Monthly, they are listed in that order. # Sales- The total number of sales made by the Clerk during the listing period. $ Total- The total Price of the sales made by the Clerk during the listing period. Avg Sale- The average Price of the sales made by the Clerk during the listing period.
Period - All, Daily, Weekly, Monthly. When generating Summary files representing a large date range (over 1 month), selecting PERIOD=All is not recommended because so many Daily files are generated that the Weekly and Monthly information is not visible until the screen is scrolled down. If a Start Date is entered, the Summary information runs from the Start Date to the End Date. If the Start Date is left blank, the following defaults are used:
All - Daily, Weekly, and Monthly Summaries.
Daily - A Summary for each day. The default the past 7 days.
Weekly - A Summary for each week. The default is the past 5 weeks.
Monthly - A Summary for each month. The default is the past 12 months
Roll Up Inventory Child Items - When enabled, after the Summary file is generated, it is processed again to roll the information from Child Items (those that have a Parent) up into the Parent item (adjusting the values using the item's Multiplier). For example, with Case/6pack/Single and the Inventory showing QOH of 3/2/1, enabling the Roll Up option changes the format of the Show Summary screen to display the quantities as: Case=3.542 (3 + 2/4 + 1/24), 6pack=2.167 (2 + 1/6). All the other field data is rolled up as well (except Avg Cost). The command line switch for this parameter is "RollUp=".
MoveOld - Moves older Summary files to the Summary\Old folder. If the MoveOld option is enabled, the Summarize History function does not generate new files. It only moves the older files to the \Summary\Old\ folder. To move old files and generate new files, run the Summarize History Function twice. If the default (empty) Start Date is selected, the last 7 Daily files, the last 5 Weekly files, the last 12 Monthly files are moved. If a Start Date is selected, MoveOld counts back from the Start Date using the periods listed above. Summary Information from Summary files
that has been moved is not displayed when [Ctrl]+[F5] is pressed. Disable MoveOld to retain old Summary files for display in the Summary Information.
Pause - Pauses, displays the file name and other parameters for each Summary file, and waits for Clerk to select [Ok] before creating each Summary file. Disable Pause to create Summary files without displaying information or pausing for confirmation.
Start Date - Defines the starting date for the period to be Summarized. If a Starting Date is not entered, or if 0 is entered for the Start Date, Summary files are generated for the following periods:
Daily- The past 7 days.
Weekly- The past 5 weeks.
Monthly- The past 12 months.
Or until a previously-generated Summary file is located.
End Date - The ending date for the period to be Summarized. The default End Date is midnight at the beginning of the current day.
- When the Summarize History screen options have been set, press [F10] or select [Ok]. The Proceed with Summary Function message is displayed showing the Summary command to be run. For example: SUMMARY PERIOD=M DATABASE=I START=01/01/22 END=06/30/22.
- Press [F10] or select [Ok] and another instance of Keystroke opens to generate the Summary files.
To view the Summary information for a specific database record:
- From anywhere in Keystroke, select a database record (from a Lookup List, from a transaction screen, or in Database Manager from the Database menu).
- Press [Ctrl]+[F5] to display the record's Summary information.
- If [Ctrl]+[F5] is pressed in an empty entry field where a database record has not yet been specified (such as Enter Item, Enter Customer, Enter Vendor, etc.), the Summary information displays Grand Totals for that database.
Note: Keystroke\Summary.EXE may be run to automate the generation of Summary files. See the
Keystroke\Doc\Summary.txt file for details.
See:
Database Manager Contents